Writing Tips
1
Translation
Claires Clear Writing Tips
Claire is the face of the European Commissions Clear Writing campaign. As her name (meaning
clear in French) suggests, she is an expert on clear writing. Here she presents some detailed practical
tips to help EU staff avoid common pitfalls and draft more clearly. These tips on writing in English
expand upon the guide How to write clearly, which is available in all official EU languages.
Contents
Seven key questions................................................................................................................................................................................... 3
Focus on the reader .................................................................................................................................................................................. 4
Keep it short and simple (KISS)........................................................................................................................................................... 5
Cut out excess nouns................................................................................................................................................................................. 9
Be concrete, not abstract .................................................................................................................................................................... 10
Prefer active verbs to passive........................................................................................................................................................... 11
Beware of jargon....................................................................................................................................................................................... 12
Take care when using abbreviations, acronyms and foreign expressions............................................................. 14
Beware of false friends (faux amis)............................................................................................................................................. 16
.........False friend: actual......................................................................................................................................................................... 16
.........False friend: assist at.................................................................................................................................................................... 16
.........False friend: control....................................................................................................................................................................... 17
.........False friend: delay........................................................................................................................................................................... 18
.........False friend: dispose of................................................................................................................................................................ 19
.........False friend: element..................................................................................................................................................................... 19
.........False friend: elaborate................................................................................................................................................................. 20
.........False friend: eventual/eventually........................................................................................................................................... 21
.........False friend: expose....................................................................................................................................................................... 21
.........False friend: foresee...................................................................................................................................................................... 22
.........False friend: project....................................................................................................................................................................... 22
.........False friend: punctual/punctually........................................................................................................................................... 23
.........False friend: report......................................................................................................................................................................... 23
.........False friend: respect...................................................................................................................................................................... 24
.........False friend: sensible..................................................................................................................................................................... 24
Tips on usage (grammar, vocabulary, punctuation)............................................................................................................. 25
.........Take care when using adjectival/adverbial phrases................................................................................................... 25
.........Take care with the word which............................................................................................................................................. 25
.........To use or not to use a comma?............................................................................................................................................... 26
.........What is the right word or expression?................................................................................................................................ 27
Test yourself!............................................................................................................................................................................................... 29
Acknowledgements and further guidance................................................................................................................................. 30
2
Seven key questions
First things first. Before you start writing, imagine what questions your reader might ask.
So:
At the appropriate stage, the necessary steps will be taken and sufficient funds
committed to tackle the problems arising in several Member States.
Why? Because it is vague and uninformative, and therefore uninteresting. It provides no clear
answers to any of the seven questions.
3
Focus on the reader
Who are you writing for? Involve them by addressing them directly (you is underused).
What do they need to know? Use the seven key questions approach described previously.
What will really interest them? Give them only the information they actually need. Leave out as
many details of EU procedures and structures as you can, unless these are essential for your reader.
Readability test
Ask yourself:
4
Keep it short and simple (KISS)
To achieve greater clarity:
split long sentences (and paragraphs) into two or three shorter ones;
cut out unnecessary words using active verbs where possible can help you do this;
Problem: long sentence (38 words) containing a lot of ideas; jargon (regime), incorrect usage
(control)
Solution: two shorter sentences (27 words) with one idea per sentence, fewer nouns
The final amount of the grant will depend on the implementation of the action in
accordance with the terms and conditions of this Agreement. It will be determined
at the time of the payment of the balance and will correspond to the lowest of the
amounts calculated under Article 10.
The final amount of the grant depends on the action meeting the terms and
conditions of this Agreement. The amount is calculated when the balance is paid. It
corresponds to the lowest of the amounts calculated under Article 10.
Solution: three shorter sentences (39 words) with one idea per sentence, plain language
5
Dont write this:
National authorities need to work together more closely and more regularly.
If a beneficiary breaches its obligations under Article 1, the Commission may apply
any of the measures in Article 6.
Problem: wordy, redundant jargon at the beginning of the sentence (it goes without
saying). This kind of thing is called throat-clearing.
Solution: cut out words that are doing no work or adding little meaning to the sentence
6
SIMPLIFY! Resist the temptation to use long words and expressions short, simple ones
are often the clearest.
This will contribute to improving This will help improve the situation.
the situation.
Indeed, this will facilitate the This will help the Commission to
monitoring of the trend by the monitor the trend.
Commission.
Here are some simple alternatives to help you make phrases more concise:
with reference to
with regard to about
on the subject of
in relation to
in case (that)
in the event that if
provided that
on condition that
where/when
To make texts clearer and more concise, use if wherever you can to express a condition.
If the temperature in your office this summer exceeds 30C, you may work from
home. (not On condition that )
If you work from home, remember to transfer your calls from the office to your
private line. (not In the event that )
If you decide to work from home, please inform your line manager. (not In case )
7
Readability test
Ask yourself:
And finally
S
KIS
8
Cut out excess nouns
A sentence full of nouns is hard to read. If you can, use verbs instead. The result will often be a shorter,
simpler and more dynamic text.
The Commission intends to monitor these policies closely, to ensure that Member
States continue implementing the agreed strategies. (18 words 4 nouns)
The EU must do more to protect Europes coasts from oil spills. (12 words 5 nouns)
9
Be concrete, not abstract
Replace vague and abstract expressions with concrete language. The text will be clearer, more meaning-
ful, and often shorter too.
The vast majority of our assets will Most of our officers will be on
be out in the public space. patrol on the streets.
(Police press briefing on security in
London)
10
Prefer active verbs to passive
Sentences are usually clearer and simpler (and shorter) if the verbs are in the active form rather than
the passive.
Name the agents of each action if possible, and put the actions in the order in which they
occur.
11
Beware of jargon
Jargon is vocabulary used by groups of insiders or specialists to communicate with each other. Make
sure that any document you want outsiders to read is as jargon-free as possible. If you do have to use
jargon terms, explain them when you first use them.
The IAS is reviewing our SNE The Internal Audit Service (IAS)
employment modalities. is reviewing our arrangements
for employing seconded national
experts.
In order to achieve our overarching goal to eradicate never events, we will need to
engage and collaborate with organisations and bodies across the healthcare
spectrum, to not only ensure the initiatives we develop are accessible and
achievable, but also that they can be used as standard practice across the
healthcare system.
(National Health Service, England report summary)
Never events are serious patient safety incidents that should not be allowed to
happen. To prevent these arising, we need to work with a wide range of healthcare
groups and organisations to develop realistic and achievable initiatives that can
become standard practice across the healthcare system.
The sentence in italics can be omitted if the reader is familiar with the term never events or
if it has been explained earlier in the text.
Jargon English
12
Clear explanations of jargon can be found in:
EU jargon in English and some possible alternatives
http://ec.europa.eu/ipg/content/tips/words-style/jargon-alternatives_en.htm
Definitions of technical and legal terms relating to EU activities can be found in:
the online Europa Glossary
http://europa.eu/legislation_summaries/glossary/index_en.htm
13
Take care when using abbreviations, acronyms and
foreign expressions
Too many unfamiliar abbreviations or foreign words can make a document incomprehensible. Latin is
used much less frequently in English than in some other languages. Not only does it make a document
appear very formal, but it can alienate and annoy readers if they do not understand Latin.
The information transmitted by the NAO and AA cf. the above deadlines is analysed
by DG AGRI J.5 auditors au fil de leau, as further described below. (guidelines)
The national authorising officer and the Audit Authority (AA) submit information in
accordance with the above schedule. This is analysed by DG Agricultures auditors
as set out below.
Example used with thanks to Gayl Russell and Louise Mills (Clear Legal Writing presentation)
14
Latin English
circa about
Many of the acronyms and abbreviations used in European Commission documents are
defined in the:
Interinstitutional Style Guide (Main Acronyms and Abbreviations)
http://publications.europa.eu/code/en/en-5000400.htm
15
Beware of false friends (faux amis)
False friends are pairs of words in two languages that look similar, but differ in meaning.
The English word actual looks as if it means the same as the French actuel, Dutch actueel, German
aktuell, Italian attuale and Portuguese atual. But it doesnt. The English translation of all these
words is current or topical. The English word actual means real or true.
The ban on the import of live, captive birds was very actual in May.
The ban on the import of live, captive birds was very topical in May.
Why? Because you are implying that unscrupulous drivers might give a false number.
To assist at is a literal translation of the French assister and similar expressions in other Romance
languages, but it doesnt mean the same thing. To assist means to help while assister means to
attend.
Why? Because you may insult your Director-General by suggesting that he wont be able to help at
the meeting.
16
False friend: control
To control is a literal translation of the French contrler, German kontrollieren and similar words in
other languages, but the meaning is not the same in many cases.
When used as a verb, the English word control has at least two meanings:
It is the responsibility of drivers to ensure that they are in control of their vehicle
at all times. (i.e. in command of the vehicle)
Militants now control large parts of northern Syria. (i.e. exercise power over)
The purpose of this directive is to control pollution emissions. (if the directive aims to
restrict emissions, not just monitor them)
The central bank raised interest rates in order to control inflation. (i.e. in order to limit
inflation)
However:
When you cross the border, customs officers will control your car. (No they wont: you
will still be at the wheel, controlling your car.)
When you cross the border, customs officers will inspect your car.
Control can be used as a noun in: border control, customs control, passport control.
17
Avoid using control in the following examples.
The environment agency has launched a weather forecast model that can monitor
smog levels in the air.
Appointment will be approved once the applicants qualifications have been verified.
The pricing regulations limit the volume of product that may be imported and sold.
Nurses supervise the healthcare of the children on the ward under the direction of
paediatricians.
The main objective of the research is to assess the nutrient content of meals.
Is there any way to check that the data on my hard drive has not been corrupted?
Delay looks as if it means the same as the French dlai, but it doesnt mean the same thing at all.
The French word dlai refers to a period of time or a time limit or deadline. In English, if something
is delayed, it means it is late, postponed or held up, i.e. the time limit has passed.
Why? Because you are saying that the payment is three months late!
Why? Because this makes clear how much time you are allowed before you have to pay the bill.
The driver did not respect the The driver did not meet the
delay for delivering the IT deadline for delivering the IT
equipment. equipment.
18
False friend: dispose of
To dispose of is a literal translation of the French disposer de and similar expressions in other
Romance languages, but the meaning is completely different. Disposer de means to have something
or to be equipped with, but to dispose of means to get rid of something.
Why? Because this means that DG MARE will be removing Danish interpreters from the conference.
Instead, write this:
All airports must dispose of All airports must have facilities for
facilities for people with impaired people with impaired mobility.
mobility.
All planes dispose of oxygen masks. All planes are equipped with oxygen
masks.
The English word element resembles the French lment, but the meaning is not the same in many
cases. Elment means part, constituent or component (of a structure/problem). In English, it is an
essential or characteristic part of something abstract, or more specifically a chemical element or one
of the four elements: earth, water, air, and fire.
Article 290 of the TFEU states that Article 290 of the TFEU states that
the legislator may delegate to the the legislator may delegate to the
Commission the task of Commission the task of
supplementing or amending certain supplementing or amending certain
non-essential elements of this non-essential parts of this
Regulation. Regulation.
New elements have been added New items have been added to
to the action plan, which has been the action plan, which has been
updated. updated.
19
False friend: elaborate
To elaborate is a literal translation of the French laborer, but it does not mean the same thing.
French laborer means to draft, draw up, prepare, produce, formulate, write up or develop.
We will conduct the survey when We will conduct the survey when
we have elaborated the we have drafted the questionnaire.
questionnaire.
The English verb elaborate means to go into more detail or expand upon something.
Your mission report does not explain why you took three days to travel from
Amsterdam to Brussels. Please elaborate.
That sounds like a very elaborate plan for such a simple task.
20
False friend: eventual/eventually
The English word eventually looks like the French ventuellement and the German eventuell, but it
does not mean the same thing. French ventuellement and German eventuell mean possibly.
In English, eventually means certainly or later on.
Why? Because this means that it will definitely be closed next month.
The Green Party will eventually come into power.
Why? Because this means that they will definitely come into power one day, which might not
be what is meant.
Please send eventual enquiries on the products by email to the address below.
Please send any enquiries on the products by email to the address below.
To expose is a literal translation of the French exposer, but it does not always have the same mean-
ing. A particular problem arises with the reflexive form of the verb. In English, to expose oneself has a
specific meaning: to expose ones naked body in public. The French sexposer may be used to refer to
an artist exhibiting work, or to a person explaining or expounding arguments.
A Belgian artist will expose himself A Belgian artist will exhibit his
in the Berlaymont. work in the Berlaymont.
The President exposed herself to The President set out her views to
the European Parliament. the European Parliament.
21
False friend: foresee
To foresee is a literal translation of the French prvoir and similar expressions in other Romance
languages, but it doesnt always mean the same. To foresee means to predict or forecast the future,
usually involving a crystal ball.
The French terms prvoir/ prvu are often used to refer to the provisions laid down in legislation. In this
sort of context, the best straight equivalent is provide for.
In other contexts, prvu can mean planned, considered, scheduled, envisaged or anticipated.
The necessary funds have not been The necessary funds have not been
foreseen in the budget. provided in the budget.
The office move is foreseen for the The office move is scheduled for the
end of the year. end of the year.
The French projet does not always translate as project in English. For example, projet de budget
means draft budget and projet de loi means bill or draft law.
The budget project provides for The draft budget provides for
considerable investment in considerable investment in
research. research.
The Ministry of Health issued its The Ministry of Health issued its
opinion today on a project opinion today on a draft regulation
regulation establishing a Code of establishing a Code of Ethics.
Ethics.
22
False friend: punctual/punctually
The English word punctual looks like the French ponctuel and the German punktuell. However,
punctual means on time; it never means sporadic, occasional or localised, as in the other
languages.
The English verb to report looks as if it means the same as the French reporter, but the meaning is
completely different. Reporter means to postpone to a later date, or to carry over money in accounts.
23
False friend: respect
To respect is a literal translation of the French respecter, but it is not always used in the same way.
The English word means to value or honour someone or something. The French respecter means to
meet (a deadline), observe (principles and rules), comply (with rules) or uphold.
You did not respect the deadline for You did not meet the deadline for
completing the report. completing the report.
The company has an obligation to respect human rights under its Code of Ethics.
Sensible is a literal translation of the French sensible and the German sensibel, but it doesnt mean
the same. The French and German words mean sensitive, but the English word means reasonable.
Why? Because you are saying the decision is not reasonable, which is probably not what you mean!
Lets be sensible, your 50-page mission report is far too long. Im sure you could
trim it.
For our walk along the Moselle, please wear sensible shoes.
Additional examples of false friends, with detailed explanations, can be found in:
Misused words and expressions in EU publications
http://www.eca.europa.eu/Lists/ECADocuments/EN_TERMINIOLOGY_PUBLICATION/EN_
TERMINIOLOGY_PUBLICATION_EN.pdf
24
Tips on usage (grammar, vocabulary, punctuation)
This is unclear!
(What had the Consumer Council recommended? Packaging toys? Packaging them in a
certain way? Or rules on packaging?)
Make it clear!
Put the adverbial phrase as recommended by next to the action to which it applies.
This is unclear!
(What had the OSCE requested? Information? Or access to information? Or the law on
access to information? Or changes to that law?)
Make it clear!
Put the adjectival phrase requested by next to the noun to which it applies.
Parliament made a number of changes, requested by the OSCE, to the law on access
to information.
The President announced a far-reaching reform of the electoral process, which was
followed by a decision to reduce the number of MPs.
(Did the decision follow the electoral process? Or did it follow the reform? Or did it follow the
Presidents announcement?)
25
Make it clear!
This is unclear!
Parliament adopted a new version of the law on local elections which had been
widely criticised by election experts.
(What had been widely criticised? The local elections? Or the law on local elections? Or the
new version of that law?)
Make it clear!
Parliament adopted a new version of the law on local elections, as the old law had
been widely criticised by election experts.
With a comma
The government adopted new rules on the inspection of farms, applying stricter
hygiene standards.
This means that the new rules apply stricter standards to the inspection of all farms.
Without a comma
The government adopted new rules on the inspection of farms applying stricter
hygiene standards.
This means that the new inspection rules apply only to farms that apply stricter standards.
With a comma
Air quality in schools is important because children, who are particularly vulnerable
to pollutants, spend most of their time in school environments.
This means that all children are vulnerable and all children spend a lot of time at school.
Without a comma
Air quality in schools is important because children who are particularly vulnerable
to pollutants spend most of their time in school environments.
This means that certain (vulnerable) children spend a lot of time at school.
26
What is the right word or expression?
Excluded from means not permitted to; exempt from means not required to.
The areas listed shall be excluded from the energy efficiency requirements.
The areas listed shall be exempt from the energy efficiency requirements.
Requests for exclusion from the rules shall be submitted within one year of the
entry into force of this regulation.
Requests for exemption from the rules shall be submitted within one year of the
entry into force of this regulation.
In case of is most often used in a set phrase: in case of emergency, [do X] its used when giving
instructions to people. In the event of is more often used when referring to a situation that might occur.
The labour market has been applying the flexicurity model that combines flexible
hiring and firing rules with a generous social safety net in the form of income
compensation in case of unemployment.
The labour market has been applying the flexicurity model that combines flexible
hiring and firing rules with a generous social safety net in the form of income
compensation in the event of unemployment.
27
with a view to and in view of
With a view to means with the intention of, while in view of is similar to as a result of.
In 2013, Poland set its legislative procedure in motion in view of adopting new
national rules to address the weaknesses identified in the Action Plan.
In 2013, Poland set its legislative procedure in motion with a view to adopting new
national rules to address the weaknesses identified in the Action Plan.
The committee decided to consider the security issue at a later meeting, in view of
the packed agenda.
All household items should be insured for their full replacement cost.
Assure can also mean to make certain or safe but in this sense it is mainly used in the
passive or adjectival form.
Rest assured that we will do all we can to find your missing luggage.
28
Test yourself!
3) It was decided by the Commission that it had not been proved that the directive had been
disregarded by the Member State in question
Whats wrong with this sentence?
A) Nothing.
B) Member State should not have capital letters.
C) Too many passive constructions.
D) Proved should be proven.
5) Which of these texts would you use in a public awareness campaign against drinking and
driving? Why?
First text:
The consumption of alcohol before driving is a major cause of fatalities on Europes roads
and it is vital that the EU take action to raise awareness of the danger it poses.
Second text:
Drink driving kills thousands of people in Europe every year. You could be next. Want to
stay alive? Dont drink and drive!
Answers: 1) B; 2) D; 3) C; 4) B; 5) B
29
Acknowledgements and further guidance
This brochure was produced by the Editing Unit in the European Commissions Directorate-General for
Translation. It is the second publication in the Clear Writing series. A French version is also available.
Useful guidance
The English Style Guide, a handbook for authors and translators working in English for the European
Commission
http://ec.europa.eu/translation/english/guidelines/documents/styleguide_english_dgt_en.pdf
Europa Glossary
http://europa.eu/legislation_summaries/glossary/index_en.htm
More guidance on writing specific types of documents is available to European Commission staff
at: https://myintracomm.ec.europa.eu/hr_admin/en/drafting/Pages/index.aspx
30
The How to write clearly guide is available in all official EU languages at:
http://bookshop.europa.eu/en/how-to-write-clearly-pbHC3212148/
Those who write clearly have readers, those who write obscurely have commentators.
(Ceux qui crivent clairement ont des lecteurs ; ceux qui crivent obscurment ont des
commentateurs.)
Albert Camus